Collection,  Custody,  and 
Forwarding  of  Funds 


Bulletin  XI 

United  War  Work  Campaign 
for  $170,500,000 
November  11-18,  1918 


SERIES  OF  CAMPAIGN  BULLETINS 

I. 

Organization  in  the  City,  Large  or  Small 

II. 

Organization  in  the  County 

III. 

Preparation  and  Assignment  of  Lists 

IV. 

Victory  Boys 

V. 

Victory  Girls 

VI. 

The  Campaign  among  Students 

VII. 

Tae  Campaign  in  Industries 

VIII. 

Publicity  Organization  and  Distribution 

IX. 

Meetings:  How  to  Plan  and  Conduct 

X. 

Campaign  in  Army  and  Navy  Camps 

XI. 

Collection,  Custody,  and  Forwarding  of  Funds 

XII. 

The  Precinct  Plan 

Issued  by  the 
OFFICE  OF  THE  DIRECTOR  GENERAL 
347  Madison  Avenue,  New  York,  N.  Y. 


DEPARTMENT  OF  FINANCE  OF  THE 
UNITED  WAR  WORK  CAMPAIGN,  INC. 


George  W.  Perkins,  Chairman. 

John  G.  Agar. 

Mortimer  L.  SchifF. 

Cleveland  H.  Dodge,  Treasurer. 

Chauncey  H.  Murphey,  Assistant  Treasurer. 

Raymond  F.  Brown,  Secretary. 


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COLLECTION,  CUSTODY,  AND  FORWARDING  OF 

FUNDS 


I.   HOW  TO  HANDLE  EXPENSES 

1.  The  National  Treasurer  will  supply  each  Department  Director 
with  a  revolving  fund  to  meet  the  expenses  of  his  department  and 
to  reimburse  the  states  on  their  signed  itemized  statements  of  expenses. 

2.  The  state  headquarters  will  include  in  its  statement  of  expenses 
state,  district,  and  county  promotion  expenses. 

3.  The  Department  Director  should  include  these  in  his  expenses 
and  should  call  the  attention  of  the  state  headquarters  to  any  seeming 
extravagance. 

4.  The  National  Treasurer  will  reimburse  the  Department  Directors 
on  receipt  of  these  statements  of  expenses  with  supporting  papers 
attached.  Printed  forms  for  all  statements  will  be  provided  through 
the  National  Treasurer. 

5.  The  local  expenses  of  the  Campaign  should  be  provided  by  the 
local  committees.  As  a  rule  these  expenses  are  donated  apart  from 
the  campaign  contributions.  In  the  event  that  these  expenses  should 
exceed  the  special  fund  donated  locally  for  the  purpose,  the  difference 
may  be  deducted  from  the  final  official  report  of  pledges,  which  report 
will  be  asked  for  immediately  after  the  Campaign.  A  statement 
covering  such  deductions  must  accompany  the  revised  report  to  Na- 
tional Headquarters,  since  the  National  Treasurer  must  keep  an 
accurate  record  of  such  campaign  expenses  as  have  become  a  charge 
against  the  Campaign. 

n.   HOW  TO  HANDLE  COLLECTIONS 

1.  The  Department  Director  will  appoint  a  Department  Director 
of  Collections,  who  will  immediately,  in  consultation  with  the  State 
Executive  Committees,  appoint  State  Directors  of  Collections.  These 
State  Directors  of  Collections,  in  turn,  in  consultation  with  the  State 
Executive  Committees  in  their  respective  states,  will  appoint  State 
Treasurers  and  select  State  Depositories.  The  State  Director  of 
Collections  will  also  immediately  appoint  County  Directors  of  Col- 
lections, who  will,  in  consultation  with  the  County  Executive  Com- 
mittees, appoint  County  Treasurers  and  select  County  Depositories. 
.The  County  Director  of  Collections  will,  in  consultation  with  the 
Executive  Committees  of  the  local  units,  appoint  Local  Treasurers 
and  Local  Directors  of  Collections.  These  Treasurers  and  Directors 
of  Collections  should  be  volunteers,  except  the  state  and  departmental 
directors  and  the  directors  of  large  local  units,  who  should  give  their 
full  time,  and  if  necessary,  be  paid.    Incorporated  banks  or  trust  com- 


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panics  may,  if  deemed  advisable,  be  selected  as  State.  County  and 
Local  Treasurers,  or  Assistant  Treasurers.  The  names  of  State 
Treasurers  and  Depositories  should  be  sent  immediately  to  the  Na- 
tional Treasurer. 

The  office  of  Director  of  Collections  may,  if  desired,  be  vested  in 
some  present  officer  of  the  organization,  who  should,  as  a  rule,  be 
selected  from  the  constituency  or  staff  of  one  of  the  seven  cooperatmg 
organizations,  with  services  volunteered  or  loaned  by  his  organiza- 
tion. 

2.  Immediately  after  the  close  of  the  Campaign  the  Local  Director 
of  Collections  should  make  an  official  count  of  cash  and  subscriptions 
on  hand,  prepare  and  sign  an  official  statement  of  this  record  on  a 
blank  provided  by  the  National  Treasurer,  and  forward  the  cash  and 
this  official  statement  to  the  County  Treasurer.  The  County  Treas- 
urer should  send  an  official  statement  to  the  State  Treasurer  and  a 
copy  to  the  County  Director  of  Collections.  Each  County  Treasurer 
should  open  accounts  in  the  name  of  the  State  Treasurer  subject  only 
to  the  State  Treasurer's  draft,  and  also  give  the  State  Treasurer  at 
frequent  intervals  the  amount  standing  in  the  name  of  the  State 
Treasurer  in  the  county  depository.  Each  State  Treasurer  shall  keep 
the  National  Treasurer  advised  of  the  amount  of  all  balances  standing 
in  his  name.  All  State  Treasurers'  accounts  shall  be  opened  in  the 
name  of  United  War  Work  Campaign,  Inc.,  Cleveland  H.  Dodge, 
Treasurer,  and  be  subject  only  to  his  draft,  and  shall  bear  interest 
at  the  highest  rate  consistent  with  the  rules  of  the  local  clearing  house. 

3.  The  Local  Director  of  Collections  will  see  that  prompt  notices 
of  payments  due  are  sent  out,  that  second  notices  are  sent  when  neces- 
sary, and  that  personal  calls  are  made  on  delinquents.  He  should 
send  money  promptly  to  the  County  Treasurer  and  use  every  possible 
method  of  securing  one  hundred  per  cent,  collections. 

4.  The  County  Director  of  Collections  should  see  that  all  funds 
received  are  deposited  subject  to  the  draft  of  the  State  Treasurer. 

5.  County,  State,  and  Department  Directors  of  Collections  should 
establish  a  personal  acquaintance  with  the  men  who  are  directly  re- 
sponsible to  them  and  see  that  they  understand  and  are  prepared 
to  handle  all  matters. 

6.  The  County  and  State  Directors  should  open  and  keep  such  books 
and  accounts  as  will  enable  them  to  have  a  complete  record  of  all 
essential  facts  in  the  collecting  and  forwarding  of  funds,  and  should 
be  able  to  report  the  amounts  collected  under  the  various  heading^s, 
such  as  Victory  Boys,  Victory  Girls,  Campaign  among  Students. 

III.  THE  FORWARDING  OF  FUNDS 

1.  That  there  be  no  criticism  or  feeling  that  Depositories  are  not 
treated  alike,  it  has  been  decided  that  when  a  transfer  of  funds  is  to 


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be  made  to  National  Headquarters,  such  transfer  will  be  prorated 
among  all  the  depository  banks  and  all  State  Treasurers  advised  in 
advance  of  the  amount  needed  from  their  respective  states.  They  in 
turn  will  notify  their  various  county  depositories  and  will  draw  on 
them  pro  rata,  having  given  the  necessary  advance  notice. 

2.  All  circular  letters  that  go  from  the  National  Department  of 
Finance  will  be  numbered,  and  it  is  expected  that  the  State  Directors 
of  Collections  will  forward  the  information  contained  therein  to  their 
County  Treasurers,  and  so  on  down  the  line.  In  correspondence  refer- 
ence to  such  letters  should  be  by  number. 


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the  Internet  Archive 

in  2014 

https://archive.org/details/collectioncustodOOunit 


